Booking Terms and Conditions
At Oberon Lane, we uphold a principle of good faith, committed to ensuring your satisfaction, preparedness, and excitement for your special day. To facilitate smooth coordination, we've outlined the following terms and conditions that will apply to your booking. The payment of the deposit invoice signifies your digital acceptance of these terms and conditions, along with any subsequent T&Cs.
General Terms and Conditions:
Payments & Refunds:
To secure your chosen date, a 20% deposit is required promptly, with the remaining balance settled a minimum of two weeks before the event. This deposit is fully refundable for the initial 30 days; thereafter, it becomes non-refundable. Cancellations made 8-2 weeks before the event incur a 50% cancellation charge, while cancellations within 2 weeks necessitate full payment. Additional requirements beyond your package will incur extra costs.
Upon receiving the 20% deposit, no further payments are required until the final invoice, issued approximately one month before the wedding and due before the event. We emphasize the importance of not transferring extra payments without a corresponding invoice to avoid complications.
Package Time:
Your booking encompasses up to 8 hours from the commencement of the ceremony to the end of the reception. Any time exceeding 8 hours incurs a surcharge of $150 per 30 minutes, per person.
The agreed finish time is non-negotiable; however, extensions beyond 11pm incur a $150 fee per person for every 30 minutes, and $150 for every 15 minutes post-midnight. This late finish surcharge applies even if the total booking is less than 8 hours.
Only one member of the duo/trio is required to stay on-site from the first dance onwards.
Musician/DJ Requirements:
Meals/food options and refreshments are necessary for bookings exceeding 3 hours.
A table (min 1.5m) must be provided for all DJ bookings.
Power outlets must be arranged in advance for bookings requiring audio production.
Liability for Damage to Equipment:
The client assumes responsibility for any damage to the musicians' equipment and gear during the event. This includes damage caused by the client, their guests, or any person under the client's control. The client is liable for the cost of repairing or replacing damaged equipment.
Parking & Loading:
Complimentary parking or coverage of parking costs is required for all artists unless otherwise discussed. Simplifying parking and loading procedures for musicians is essential.
Your Artist Brief:
The completion of the artist brief is mandatory by the deadline date outlined in the email sent to you by your details coordinator. Any briefs completed after the deadline date may forfeit certain package inclusions (song learning etc.).
Wedding Event Coordinators:
If utilising a wedding coordinator, they can fill out the artist brief on your behalf if you wish. Regardless of coordinator thoroughness, it is advised that they understand the compulsory nature of completing the artist brief.
Lighting:
Our artists do not provide DJ lighting rigs; instead, they use simple fairy lights. External lighting beyond this scope must be arranged through a separate lighting hire company.
MC:
Please note that our packages do not include MC services. Recommendations for professional MCs can be provided upon request.
Songs, Sets & DJ:
Song Learning for Ceremony:
Clients may select three key songs for the ceremony, and song learning is included in all packages that cover the ceremony.
Artists will perform a rendition of the chosen ceremony songs.
Song learning applies to the ceremony only – i.e. clients cannot opt to have their 3 x songs performed during canapés or reception.
Song learning is not included in any packages that do not cover the ceremony (canapés + reception package; reception only package).
Quality Assurance:
In the event an artist, after attempting to learn a song, deems their version subpar or expresses concerns about their ability to perform it, we encourage them to notify us promptly.
We prioritise ensuring that your chosen songs are delivered flawlessly to avoid any disappointment during your special moments.
Song Playback Options:
Unperformed songs by an artist can be played via Spotify (original version).
We do not provide advance recordings of aisle songs as our artists commence learning multiple songs weekly only in the week of the wedding.
Reception Music Choices:
Acoustic solo/duo/trio performances are not offered for the later part of receptions. Our acoustic acts are tailored for the earlier segments, setting a captivating ambiance.
To cater to dance preferences, our packages transition to a DJ set for the latter part of the celebration.
Performance Sets and First Dance:
Each package includes up to three live acoustic sets. However, live performance of the first dance is no longer offered due to logistical complexities transitioning into the DJ set.
Artists organise music for set breaks, and clients are welcome to provide Spotify playlist links in their artist brief if they want specific songs played during these times.
DJ Song Selections:
DJs generally avoid playing requests with explicit content or outrageous lyrics. Requests of this nature will be redirected to clients for approval.
Clients are encouraged to provide a Spotify inspo playlist in the artist brief for the DJ, facilitating a tailored musical experience.
Rehearsals:
Our bookings do not include attendance at rehearsals. Artists are reserved for the day of the wedding only.
Emails, Contact & Office Hours:
Emails are typically managed from 11 am to 5 pm on Mondays, Tuesdays, and Thursdays. While responses may be delayed on weekends, every effort will be made to respond promptly.
A no-phone-call policy is in place, with texts or emails serving as the preferred mode of communication. This ensures a traceable record for information retrieval, especially considering the volume of weddings handled annually.
Communication:
All communication is directed through Oberon Lane to maintain a streamlined process. Artists are informed of relevant details one week before the wedding, ensuring accurate information dissemination and minimising confusion.
No-phone-call policy:
We do not facilitate phone call arrangements as part of our communication protocol. At Oberon Lane, we emphasise maintaining a thorough written record of all interactions*. With over 800 weddings and events annually, this ensures efficient and accurate communication.
Our small yet dedicated team, managing 20+ weddings weekly, finds streamlined coordination through the artist brief and emails to be optimal. This approach guarantees easy referencing and comprehensive documentation.
The artist brief system, fine-tuned over months and years, assures top-notch service. Your completion triggers a detailed review by our coordinator, who communicates any potential issues to the artist/s. Further clarifications are promptly addressed by our artists.
*Note: Our commitment to written communication is a strategic choice based on the dynamic nature of our industry, ensuring accuracy, clarity, and accountability in our interactions.
Change of Date:
Changing your wedding date more than three months in advance incurs no surcharge. However, beyond this period, availability of the original musician cannot be guaranteed. In such cases, a new deposit and full rate are required for a replacement performer.
Contingency for Extreme Circumstances:
In unforeseen circumstances where the scheduled artists are unable to perform on the event day, rest assured that Oberon Lane is equipped to manage such scenarios effectively. We recognise that securing music through our agency is a prudent decision for modern events, providing you with peace of mind.
Replacement Assurance:
We commit to promptly finding and sourcing a suitable replacement, irrespective of the time of day or night.
Our dedication lies in securing the most professional and high-quality musicians available, ensuring the seamless execution of your event.
Procedure for Unforeseen Circumstances and Artist Unavailability:
In the event that your selected artist is unable to perform within seven days prior to your wedding, Oberon Lane has a well-defined protocol in place to address such extreme circumstances. It is important to note that, as per our established procedure, you will be informed of any artist replacement after the suitable arrangement has been made. This protocol is designed to minimise stress for the couple during the final week leading up to the wedding.
While you may feel a desire to be kept informed immediately upon such occurrences, we encourage you to consider the following perspective: notifying you in advance would not alter the outcome, and it may unnecessarily contribute to heightened stress during the crucial week of your wedding preparations. Therefore, we recommend trusting in our ability to manage the situation seamlessly and ensure a successful event.
Rest assured that, regardless of unforeseen changes, our commitment remains unwavering to providing a talented and professional artist for your venue, contributing to the success and memorability of your special day.
Final Note:
We are delighted to be part of your wedding day. Your trust in Oberon Lane ensures you are in capable hands, and we are committed to ensuring your thorough preparation, leaving you with one less worry on your special day. Acceptance of these terms and conditions is confirmed upon payment of the deposit invoice.
For any further questions or information, please reach out to:
Elle May Harris - 0420 904 900 - ellemay@oberonlane.com